FAQ: Calendar and Booking

Where can I see who cancelled an appointment?
The cancellation overview is under Bookings, not in the calendar. Open the Cancellations tab (/dashboard/bookings/cancellations). There you see cancelled appointments, who cancelled (customer or clinic), and the reason. You can also stay on the Bookings list (/dashboard/bookings) and filter by status Cancelled.

What is the dashboard in ProClinic?
The dashboard is the main page of the system, giving you as a professional user full access to calendar management. Here you can view all staff and resources side by side, manage bookings, clients, providers, settings, and customize the view with compact or expanded layouts.

What calendar view options are available?
The calendar supports day, week, and month views, as well as a timeline view. You can filter to show only selected staff and adjust the zoom level for larger or more compact time blocks.

Can I customize color coding in the calendar?
Yes. You can choose to color-code bookings by service or by provider. Color-coding by provider gives the clearest overview in week view, while color-coding by service helps you see which treatments are booked throughout the day. The booking status (completed, rebooked) is shown via checkmark indicators—the color itself does not automatically change upon completion.

How do I create a new booking?
Click your preferred time slot in the calendar, select the client, provider, and service, then confirm. You can also go directly to checkout from a completed booking without re-entering details—everything is pre-filled.

Can I move an existing booking?
Yes. Simply drag and drop bookings in the calendar view to move them to a new time. You can also adjust the length of a booking by dragging the edge of the appointment. Alternatively, you can select "Move appointment" from the booking and choose a new time slot.

What's the difference between moving an appointment and rebooking?
Moving an appointment updates the time of an existing booking. Rebooking creates a new booking for the client based on the previous one—you find the relevant appointment in the calendar, select "Rebook", and drag the copy to the desired time. During this process you can also adjust the service, price, and whether to send a confirmation to the client.

Can I rebook a client both before and after checkout?
Yes. You can rebook at any time—both before and after a client has been checked out.

Can I see if a client has been rebooked directly in the calendar?
Yes. The system shows status indicators on appointments: one checkmark means the appointment is completed, two checkmarks mean it’s both completed and rebooked.

Can clients book treatments directly from our website?
Yes. You can embed a web component on your existing website that displays all services. Booking then opens on the ProClinic site in a new tab (iframe embedding is not supported). You can also share a unique booking URL on social media, email, or ads.

Can clients book with a specific provider?
Yes. After choosing their service, clients can select their preferred provider.

Can a client book multiple services in one booking?
Yes. Through the advanced booking flow, the client can add multiple services and upgrades to a single booking. This applies both to bookings made by an admin on the dashboard and by clients through online self-service booking.

What is a "self-service treatment"?
Self-service treatment is for situations where the client operates a device themselves (e.g. certain types of body treatment machines). The client can use their own appointments for these sessions.

Can I schedule overlapping treatments for the same provider?
Yes. You can place two or more appointments side by side in the calendar for the same provider—useful if you start a treatment that has a waiting period and use that time for another client. Note: Clients cannot book themselves into already occupied time slots online; only admins can create such parallel bookings.

Can I control how far in advance clients can book?
Yes. In the calendar settings, you can specify exactly how far ahead clients can book. You can also set the calendar to automatically open a new day every night, so available booking days are always up to date.

Can I require clients to confirm their bookings?
Yes. You can activate a requirement for clients to confirm their booking via a one-time SMS code (six digits). This helps reduce mistaken bookings. Clients already logged in will not have to confirm this way, as their identity is already known.

What client information is collected when booking?
When booking, the client’s first name, last name, and phone number are required. By default, email address is optional but can be set as required. Birthdate can also be turned on as a requirement—this is especially recommended if your clinic uses debt collection services.

Can we edit which hours are open for customers?
Yes. The clinic controls when customers can book by setting when calendars are open or closed, and when each staff member starts and finishes. There are two places:

Owners and admins can do this. You do not need to open a staff member’s profile.

How do I edit a provider’s working hours?
Two places: the calendar (/dashboard) in working-hours mode via the clock icon Edit working hours on the right of the button row — for quick day or week changes. Or the Working hours page (/dashboard/working-hours) for long-term plans and automation. Working hours are not primarily edited under Staff.

Can I limit which days and times the calendar is open for online booking?
Yes. Customers can only book when the calendar is open and the staff member (and resource, if any) has working hours. Adjust this in calendar working-hours mode (/dashboard) or under Working hours (/dashboard/working-hours).

Can staff edit each other's working hours?
This is controlled by a setting in the dashboard. You can choose whether all logged-in staff are allowed to edit other staff’s working hours, or if only admins have this permission.